UNIFORM AND PROFESSIONAL IMAGE POLICY
Version / 7Name of responsible (ratifying) committee / HR Policy Group
Date ratified / 01 December 2016
Document Manager (job title) / Organisational Development Manager/LiA Professional Image Sponsor Group
Date issued / 24 April 2017
Review date / 23 April 2019
Electronic location / Human Resources Policies
Related Procedural Documents / Infection control policy
Key Words (to aid with searching) / Dress code, uniform, clothing, professional image
Version Tracking
Version / Date Ratified / Brief Summary of Changes / Author7 / 01/12/2016 / Update to approval to change / OD Manager
6 / 24/08/2015 / Updated and reviewed by the Professional Image 2 Listening into Action group – transferred from management policies / OD Manager
CONTENTS
QUICK REFERENCE GUIDE
1.INTRODUCTION
2.PURPOSE
3.SCOPE
4.DEFINITIONS
5.DUTIES AND RESPONSIBILITIES
6.PROCESS
7.TRAINING REQUIREMENTS
8.REFERENCES AND ASSOCIATED DOCUMENTATION
9.EQUALITY IMPACT STATEMENT
10.MONITORING COMPLIANCE WITH PROCEDURAL DOCUMENTS
EQUALITY IMPACT SCREENING TOOL
APPENDIX 1: Laundering Uniforms
QUICK REFERENCE GUIDE
This policy must be followed in full when developing or reviewing and amending Trust procedural documents.
For quick reference the guide below is a summary of actions required. This does not negate the need for the document author and others involved in the process to be aware of and follow the detail of this policy.
1. The public expect all healthcare workers to project a professional image.
2.Though not all staff may be required to wear a uniform, the requirement to present a smart, professional image applies to all staff
3.The wearing of an NHS uniform and/or workplace clothing must address key Health and Safety recommendations and adhere to infection prevention and control protocols.
4.Naked below the elbow guidance must be followed.
5.The Trust recognizes the diversity of cultures, religions and abilities of its employees and will take a sensitive approach when this affects professional image and uniform requirements.
6. Repeated failure to adhere to the set standards may constitute misconduct and employees may be subject to consideration of action under the Trust’s Disciplinary Policy.
1.INTRODUCTION
The standard of dress and general appearance of all staff plays an important part in promoting a professional and corporate image for the Trust to patients and members of the public. A consistent approach to the standard of dress and wearing of uniforms enables patients and members of the public to identify with ease Trust employees, and also addresses health and safety requirements.
2.PURPOSE
The purpose of this policy is to clarify:
- the standards of dress and personal appearance expected of employees
- the specific requirements of clinical staff wearing uniforms
3.SCOPE
The policy applies to all employees of the regardless of status, professional group or work location and includes anyone who works on Trust premises eg those on honorary contracts, agency workers, contractors, volunteers and students.
‘In the event of an epidemic infection outbreak, flu pandemic or major incident, the Trust recognises that it may not be possible to adhere to all aspects of this document. In such circumstances, staff should take advice from their manager and all possible action must be taken to maintain ongoing patient and staff safety’
4.DEFINITIONS
All staff
Non-uniformed staff
Staff who wear their own clothes to work
Uniformed Staff
Staff who are provided with a uniform.
5.DUTIES AND RESPONSIBILITIES
All managers have a responsibility to ensure that
a)Staff are aware of the content of this policy
b)All staff comply with the policy.
c)Local instructions specific to staff group(s) or specialty are developed
d)Seek approval from the Director of Nursing or delegated individual for the introduction of a new clinical uniform or a change to the current clinical uniform. This applies to all staff groups.
6.PROCESS
6.1 All Staff will:
6.1.1 Wear their uniforms / work clothes in a manner that will project a professional image and will inspire public confidence.
6.1.2 Wear identification(that includes their title, name and profession), clearly visible to members of the public, patientsand other staff at all times. Lanyards should be of corporate design and colour and be made of cloth / plastic. Staff must remove their identification when not on Trust premises.
6.2 Non-uniformed Staff:
6.2.1 Should wear business casual dress as a matter of course and business smart (formal attire) when appropriate to project a professional image.
Professional dress for non-uniformed staffAll clothes should be of good repair so as not to be deemed offensive to patients, colleagues and the public
Business Casual
Men – what to wear / Collared tucked in shirt
Polo shirt
Sweater
Tie (optional)
Jacket(optional)
Formal style trouser
Formal style enclosed boots / shoes
Men – what not to wear / Jeans, cargo trousers
T-shirt (unless under a shirt)
Sweat pants
Shorts
Camouflage(unless part of military uniform)
Flip flops, sandals
sports shoes
Sloganed clothing
Women – what to wear / Skirt (not mini)
Dress (not mini)
Tailored trousers
Jacket or smart cardigan
Boots, flats and low-mid heels in a subtle colour
Open toed shoes and sandals (in non-clinical area only see 6.2.2)
Women – what not to wear / Jeans, leggings, jeggings
Miniskirts, dresses and skorts
Sun, beach or spaghetti strap dresses
Halter tops, tops with bare shoulders
Any clothing that is overly revealing ofcleavage, stomach, shoulders or thighs is unacceptable
Sweatshirts
Flip flops, stiletto heels, sloganed clothing.
Business smart
Men / Tailored coordinated suit,
Formal shirt, conservative tie
Dark enclosed shoes and socks
Women / Tailored, coordinated suit with skirt length as above
Trousers, blouse with conservative necklines
Classic toe, low/medium heeled shoes
Staff will present a professional personal appearance
Personal appearance for Non-Uniformed staffHair should be clean and neat, of a colour that would not draw undue attention. Long hair should be tied back if it poses an infection risk in clinical areas.
Hair accessories and fastenings should be discreet
Beards must be neatly trimmed unless it reflects an individual’s religious belief where it must be tidy.
Staff must ensure they are clean and tidy and unpleasant body odour is minimised
Must wear minimum understated jewellery
Piercings should be discreet
False nails and or nail varnish should be of subtle colour and well-manicured
Tattoos that could be deemed inappropriate or offensive to any patient or member of staff must be covered
Make up should be discrete and fragranced products kept to a minimum
6.2.2 Shoes for non clinical staff should be professional and smart, fully enclosed and with a low / mid heel, but in extreme weather or for medical reasons, sandals may be allowed at the discretion of the line manager. Soft-soled shoes will be worn by staff who visit clinical areas ward areas to reduce noise. Training shoes or pumps should not be worn unless approved as suitable by the manager.
6.2.3Will wear protective clothing if involved in direct contact with patients as described in the Infection Control Policy and Guidelines.
6.2.4Non-uniformed staff involved in direct patient contact will wear short sleeves/ sleeves rolled up and remove all jewellery including wrist watches (plain wedding band allowed) whilst in direct contact with patients to enable adequate hand washing (Naked Below the Elbow).
6.3 Uniformed staff
Are required to present in the appropriate uniform so as to establish trust and confidence with their patients/customers and their relatives and carers.
Professional dress for Uniformed staffWear only uniforms provided by the Trust
Employees will be provide with enough uniforms to staff to change each day and must wear a clean uniform at the start of every shift
All staff working in a front of house capacity must change their uniform immediately should it become visibly soiled or contaminated
Shoes must be fully enclosed, water repellent, flat heeled, in good condition, a good fit and in an appropriate colour
Footwear must be soft soled for reduced noise
Footwear must be appropriate for the area staff work in.
Staff who wear a uniform dress must wear black or tan hosiery. In extremely hot weather approval will be sought from the Director of Nursing for a period of relaxation to this requirement
Naked Below the Elbow ‘Hand Hygiene Policy’ control of infection guidance must be complied with
In regards to uniforms which are damaged beyond repair or are stained irrevocably, the Trust will issue replacement uniforms on a one for one basis
The wearing of any designated uniforms (including scrubs) outside Trust premised is not permitted unless on Trust business or travelling to and from work when the uniform should be covered appropriately to maintain professional image. Staff may not travel on public transport wearing scrubs.
Those who work for the Trust are required to wear a uniform are prohibited from smoking whilst in their uniform irrespective of whether the employee is off duty or off Trust premises
6.3.1 Uniform provided will be worn appropriately in line with local procedures[1]. Staff will wear the equivalent standard of dress to:
- Fulfill cultural, religious and ethnic needs.
- Meet specific needs of staff with disabilities.
6.3.2 The needs of pregnant and disabled staff must be assessed and advice obtained through the Health Safety and Wellbeing Department.
6.3.3 Changing facilities and hospital laundering services will be used where provided[2]. In the absence of on-site facilities, guidance for travelling to and from work, and laundering of uniforms (App I) must be followed.
Uniformed staff must present a professional image in terms of their appearance
Personal appearance for Uniformed staffHair must be clean, neat and tidy and of a colour that would not draw undue attention. Headscarves worn for religious purposes are permitted. Beards must be neatly trimmed unless it reflects an individual’s religious belief where it must be tidy. Hair must be securely tied so that it does not touch the uniform or the patient.
Hair accessories and fastenings should be discreet
Staff must not wear jewellery or any adornment except for a plain band ring, kara, one pair of ear studs
Naked Below the Elbow ‘Hand Hygiene Policy’ control of infection guidance must be complied with.
Jewellery must not pose a risk to themselves or others. Facial jewellery should be discreet, plain and flat to avoid potential harm.
Staff must not wear false nails and/or nail varnish and keep their finger nails clean and short
Tattoos that could be deemed inappropriate or offensive to any patient or member of staff must be covered
Make up should be discrete and fragranced products kept to a minimum
Staff must ensure they are clean and tidy and they take steps to keep unpleasant body odour to a minimum
6.3The Trust is aware that different cultures may have specific requirements that may affect work and will make efforts to identify these and work with employees to meet them wherever possible and that different cultures have specific requirements affecting work in a medical environment. Certain customs of women’s traditional dress need to be considered in this context.
6.4Staff and students are expected to examine patients of both sexes and from a variety of backgrounds and lifestyles. Both verbal and non-verbal communication is essential. For this reason the face should not be covered and dark glasses which prevent eye contact should not be work. In operating theatres, staff and students should ask for a surgical cap called a helmet (due to its shape) which should be worn over scarves and/or a surgical gown requested from theatre staff.
7.TRAINING REQUIREMENTS
All managers will bring to the attention of staff the requirements of the policy on induction and any updates to policy to established staff.
8.REFERENCES AND ASSOCIATED DOCUMENTATION
Guidance on uniforms and clothing worn in the delivery of patient care - Royal College of Nursing 2005
Pathogenic Organisms associated with artificial fingernails worn by health care workers, Hedderwick, McNeil, Lyons and Kauffmann: Infection control and Hospital Epidemiology, Aug 2000, Vol 21, Iss 8; page 505
Hospital Laundry Arrangements for used and infected linen: HSG(95)18 NHSE
PHT Health and Safety Temperature Guidance - Liquid Nitrogen - Code of Practice
An Organisation-Wide Policy for the Development and Management of Procedural Documents: NHSLA, May 2007.
9.EQUALITY IMPACT STATEMENT
Portsmouth Hospitals NHS Trust is committed to ensuring that, as far as is reasonably practicable, the way we provide services to the public and the way we treat our staff reflects their individual needs and does not discriminate against individuals or groups on any grounds.
This policy has been assessed accordingly
Our valuesare the core of what Portsmouth Hospitals NHS Trust is and what we cherish. They are beliefs that manifest in the behaviours our employees display in the workplace.
Our Values were developed after listening to our staff. They bring the Trust closer to its vision to be the best hospital, providing the best care by the best people and ensure that our patients are at the centre of all we do.
We are committed to promoting a culture founded on these values which form the ‘heart’ of our Trust:
Respect and dignity
Quality of care
Working together
Efficiency
This policy should be read and implemented with the Trust Values in mind at all times.
Uniform and Professional Image Policy
Version: 7
Date of issue: 24 April 2017
Review date: 23 April 2019 (unless requirements change)Page 1 of 13
10.MONITORING COMPLIANCE WITH PROCEDURAL DOCUMENTS
This document will be monitored to ensure it is effective and to assurance compliance.
Minimum requirement to be monitored / Lead / Tool / Frequency of Report of Compliance / Reporting arrangements / Lead(s) for acting on RecommendationsImprovements to Trusts professional image / LiA Professional Image 2 Sponsor Group / Professional Image survey / Bi-annually / Policy audit report to:
- LiA Core Sponsor Group
Professional Image 2 LiA Core Sponsor Group
Policy audit report to:
Policy audit report to:
EQUALITY IMPACT SCREENING TOOL
To be completed and attached to any procedural document when submitted to the appropriate committee for consideration and approval for service and policy changes/amendments.
Stage 1 - ScreeningTitle of Procedural Document: Uniform and Professional Image Policy
Date of Assessment / 17 November 2016 / Responsible Department / Human Resources
Name of person completing assessment / Samm Coley / Job Title / OD Manager
Does the policy/function affect one group less or more favourably than another on the basis of :
Yes/No / Comments
- Age
- Disability
- Ethnic Origin (including gypsies and travellers)
- Gender reassignment
- Pregnancy or Maternity
- Race
- Sex
- Religion and Belief
- Sexual Orientation
If the answer to all of the above questions is NO, the EIA is complete. If YES, a full impact assessment is required: go on to stage 2, page 2
More Information can be found be following the link below
Stage 2 – Full Impact Assessment
What is the impact / Level of Impact / Mitigating Actions
(what needs to be done to minimise / remove the impact) / Responsible Officer
Monitoring of Actions
The monitoring of actions to mitigate any impact will be undertaken at the appropriate level
Specialty Procedural Document: Specialty Governance Committee
Clinical Service Centre Procedural Document:Clinical Service Centre Governance Committee
Corporate Procedural Document:Relevant Corporate Committee
All actions will be further monitored as part of reporting schedule to the Equality and Diversity Committee
APPENDIX 1: Laundering Uniforms
Hospital laundry facilities are not generally available so most staff will need to undertake home laundering .In order to benefit from thermal disinfection to remove pathogens and reliably reduce the ‘bio-burden’ (number of organisms) to a safe limit, all uniforms should be laundered in accordance with the following instructions:
Laundering at home :
- Wash separately from other items, in a washing machine at 65°-71° centigrade
- Wash in laundry detergent in the quantities advised by the manufacturer
- Do not use fabric conditioner
- Dry quickly, or tumble dry and iron
- Store in a plastic bag, to prevent contamination with dust or other pollutants.
Uniform and Professional Image Policy
Version: 7
Date of issue: 24 April 2017
Review date: 23 April 2019 (unless requirements change)Page 1 of 13
[1] Managers will provide new and current staff with local uniform instructions specific to that staff group, speciality or service.
[2] Hospital Laundry Arrangements for used and infected linen: HSG(95)18 NHSE